Companies located in the United Kingdom can enable global reimbursements to issue payments directly. This guide walks you through setting up global reimbursement in New Expensify.

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Prerequisites

• A verified UK business bank account
• Workspace currency set to GBP

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Required Documents (United Kingdom)

To comply with financial regulations, the following documents are needed:

• ✅ Address verification document
• ✅ Bank statement for direct debit
• ✅ Proof of beneficial ownership
• ✅ Certified ID and proof of address for all signatories
• ✅ Direct Debit Authorization Mandate

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Step 1: Set Your Workspace Currency and Enable Payments

1. From the left-hand menu, go to Workspaces > [Workspace Name] > Overview.
2. Under Default currency, choose GBP £.
3. Return to the left-hand menu and select Workflows > Make or Track Payments.
4. Click Connect bank account, then confirm your currency and country (United Kingdom – GBP £).
5. Click Confirm to proceed.

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Step 2: Submit Bank and Business Information

1. Enter Business Bank Account Details
   • Sort code
   • Account number
   • Account name
2. Upload a Recent Bank Statement
   • The file must match the entered bank details
   • Accepted formats: PDF, PNG, JPEG
3. Enter Company Information
   • Address (auto-filled based on country), phone number
   • Company registration number
   • Incorporation country
4. Complete Business Details
   • Incorporation type
   • Business category
   • Annual payment volume (GBP)
5. Add Beneficial Owner Information
   • Required for anyone owning 25% or more
   • Full name, birthdate, residential address, ownership %
   • SSN only if based in the US
6. Add Director Information
   • If any beneficial owner is also a director, their info is reused automatically.
   • Otherwise, manually enter the director’s personal info.
   • Upload ID and Address Proof for Director

Once you agree to the terms, Expensify’s Compliance Team will review your submission. If any additional documentation is needed, our support team will message you.

Acceptable Documents

• Government-issued photo ID
• Utility bill or bank statement (for proof of address)
• File types: PDF, PNG, JPEG

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Step 3: Sign Direct Debit Authorization Mandate

This is a signed document authorizing a client’s bank to pull payments via direct debit:

1. Expensify will send you a Direct Debit Authorization form to sign.
2. Send the signed authorization form to your bank.
3. Return the signed authorization form to Expensify.
4. Once your bank confirms the bank account is set up for direct debits (typically takes 10 to 12 business days to complete), reach out to Expensify support letting us know that’s complete.

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Step 4: Confirm Test Transactions

1. Expensify will send test deposits to your bank account. Once you see those transactions, contact Concierge support to confirm that you received them.
2. After you confirm the receipt of those test transactions, Expensify will complete the bank account verification.
3. Once verified, your bank account is ready to use for global reimbursements.

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Step 5: Start Sending Global Reimbursements

⏳Timeline: After submitting all required documentation, your account can be approved within 2–6 weeks. Once verified, you can start reimbursing within two business days.

To begin reimbursing:

1. In the left-hand menu, go to Workspaces > [Workspace Name] > Make or track payments.
2. Set the verified GBP account as the default reimbursement method.
3. Ask employees to add their personal deposit account.

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FAQ

How do members add their deposit-only accounts?

An employee can add their deposit accounts by doing the following:

1. Navigate to Account > Wallet.
2. Click Add deposit-only bank account and input their bank account details.